Org. Setting and Reporting

Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG), UNDRR has over 140 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNDRR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework and catalyzes action and increases global awareness to reduce disaster risk working with UN Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community.

This temporary position is located in the UNDRR Regional Office for Africa (ROA) in Nairobi.

Under the supervision of the Programme Management Officer/Deputy Chief in charge of the Regional Office and in close coordination with the Planning and Monitoring Unit in the Resource Planning and Management Section (RPMS), the Programme Management Officer implements activities related to the planning, monitoring and reporting of UNDRR projects, in line with UNDRR Strategic Framework and Work Programme, and using sound results-based management (RBM).

Responsibilities

Within delegated authority, the incumbent will be responsible for the following duties:

• Supports the deputy chief in the drafting and timely monitoring of the office workplan and cost plan. Verifies alignment of draft project proposals to the office workplan and reflects the mobilized budget in the office work plan.
• Contributes to the development and implementation of RBM (including project management) guidelines, standards and tools and provides training to staff as required. Monitors and analyses programme/project implementation progress and drafts relevant reports to the chief and deputy chief of the office.
• Review and analyse existing knowledge management, programme management, and reporting practices, including policies, procedures, and tools. Locate and define new process improvement opportunities in order to support and coordinate the programme planning, monitoring and reporting processes.
• Regularly review, analyze and evaluate business and user needs and experience to improve the design, development and implementation of the Office information management tools and develops and maintains standard operating procedures (SOPs) and online tools to facilitate programme planning, monitoring and reporting.
• Contributes to the network of Planning and Monitoring focal points across UNDRR to ensure improved understanding and ownership of the planning, monitoring and reporting processes .
• Coordinates and ensures the implementation of the recommendations from past evaluations and related management responses. Proposes ways to internalize lessons learnt into best practices documents. Support the drafting of Grants Agreements, MoU, LoA, and cooperation frameworks with other implementing partners, and stakeholders, and clear the same with RPMS and the External Relations Section (ERS).
• In coordination with the portfolio/project managers, monitors the regular and timely implementation of the agreements, checking that budget documents, financial reports and interim reports follow the agreed standards.
• Acts as the ROA focal point for the Programme Management Oversight Committee (PMOC); Coordinate inputs from the portfolio officers and align them to the office workplan.
• Facilitates the review of the project documents following the feedback received by the PMOC of the quarterly progress report and supports the implementation of the recommendations.
• Create a ROA standardized reporting framework to monitor expenditures and project implementation that aligns with UNDRR’s overall reporting requirements and l
• Liaise with RPMS to ensure alignment and proper use of templates and guidance provided by RPMS for the development implementation and monitoring of the UNDRR Strategic Framework, Work Programme, Results Framework and Work Plan.
• Assists budget and finance colleagues with the development of the Cost Plan.
• Participates in monitoring progress of UNDRR in meeting Work Programme’s targets, and the implementation of activities as defined in the annual Work Plan.
• Prepares templates to collect quarterly monitoring data from the different portfolio managers and provides technical support in data collection, compilation, and quality control.
• Proposes improvements to programme management processes, such as project planning, budgeting, monitoring, and evaluation.
• Support team members with data cleaning from primary or secondary sources and maintaining databases/data systems and supports programme managers on data entry, custom data visualizations, and dashboards.
• Coordinates the collection of inputs and provides technical assistance/training to relevant staff, as needed.
• Consolidates inputs for all units into the quarterly monitoring template.
• Analyses the data, alerts his/her supervisor in case of discrepancy and proposes corrective action for review by his/her supervisor. Develops and updates regularly online monitoring tools and databases as required. Contributes to organizational audits and other reviews. Supports the Deputy Chief and the admin team in HR matter, in particular related to project positions.
• Performs other duties as required.

Competencies

PROFESSIONALISM: Knowledge and understanding of theories, concepts and approaches relevant to programme management, planning and monitoring, finance, or administration. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

Advanced university degree (Master’s degree or equivalent) in business or public administration, human resources, finance, or a related area is required. A first-level university degree (Bachelor or equivalent) in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of five (5) years of progressively responsible experience in programme management, planning and monitoring, finance, administration, or related field is required.

At least one (1) year of experience working using result-based management principles and processes in an international organization is desirable.

Experience supporting a decentralised office is desirable.

Experience providing technical assistance and/or training on planning and monitoring, result-based management principles and processes is desirable.

Experience working in disaster risk reduction is desirable.

Languages

English and French are the working languages of the United Nations. For this position, fluency in English is required. Knowledge of French is desirable. Knowledge of another UN official language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is temporarily available for a period of 364 days

Staff members are subject to the authority of the Secretary-General and to assignment by him. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. In line with the overall United Nations policy, the UN Office for Disaster Risk Reduction encourages a positive workplace culture which embraces inclusivity and leverages diversity within its workforce. Measures are applied to enable all staff members to contribute equally and fully to the work and development of the organization, including flexible working arrangements, family-friendly policies and standards of conduct.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

Individual contractors and consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for professional and higher, temporary or fixed-term positions and their applications will not be considered.

Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.